How to Manage Task Completion Settings

Gary Watkins Updated by Gary Watkins

This article will show how you can manage completion settings within a task template.

Task Completion Settings decide how many users must complete a task, when a task is sent to multiple users.

If you would like a document to be reviewed by multiple members of staff, you can ensure that every member of staff receives a copy of the task that they must individually review and complete.

Alternatively, if you would prefer for a document task to be completed by the first person who reviews it – and thus completes it for everyone – you can do so.

Most tasks are structured with the expectation that the first person assigned will complete them independently. However, certain critical documents, for example those relating to safeguarding, require a more collaborative approach. These documents often involve sensitive information and carry significant responsibility, making a multi-person review essential. This ensures different perspectives are considered, potential oversights are caught, and a more robust and thorough assessment is achieved, ultimately strengthening the safeguarding process.

When filing a document, you can change the completion setting by following the steps below.

  1. Whilst filing a document, select Start Review Immediately.
  2. Select Save.
  3. Select Add Review Level to add multiple members of staff, or a group, that you wish to review your test document. You can also select a template if one exists for the group that you need to select.
  4. Select Confirm.
  5. Pay close attention to whether your review information now states ANY reviewer can complete, or ALL reviewers must complete. To change this setting, select Settings below the text.
  6. Within the Settings panel that pops up, select the completion option you would like from the following:
  • Any reviewer can complete means that the first member of staff that reviews the task will complete it for every other member listed. This will also remove the task from everyone's task list.
  • All reviewers must complete means that each member of staff is sent an individual task to review the document. Each staff member named must individually review and action their task, which removes it from their own queue.
  1. Select OK.
These settings can be set within a workflow template so that you don't have to change settings each time you file a document.

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